Policies

Effective Date: 2026-02-10
Provider: IntByte, Calgary, Alberta, Canada (“Provider”, “we”, “us”)
Service: Billing reconciliation SaaS for MSP / IT companies (“Service”)
Website: www.BillingReconcile.com (“Site”)
Contact (legal): support@billingreconcile.com • Security: support@billingreconcile.com

Introduction

We provide a subscription SaaS that helps MSPs reconcile billing data. MSP customers create accounts, pay subscription fees, and are responsible for the accuracy of data they upload or connect. We use necessary cookies for sessions and require acceptance of the Terms at sign-up. We process customer account data as necessary to provide the Service; customers keep ownership of their data. This document is the legal agreement between you and us — please read it.

1. Agreement; Acceptance

By creating an account, using the Service, or accessing the Site, you agree to these Terms of Service (the “Terms”). If you are accepting these Terms on behalf of an entity, you represent you have authority to bind that entity. If you do not agree, do not use the Service.

2. Definitions

• Customer: an individual or entity that registers for and uses the Service.
• Account Data: data, files, inputs, billing records, API requests and other information uploaded, submitted, or otherwise provided by Customer or Users through the Service.
• Users: Customer’s employees, contractors, or agents authorized to use an Account.
• Documentation: user guides, API docs, and other technical or product documentation.

3. Services Provided

We will provide the Service as described in the Documentation and any order form, including:

• data ingestion and parsing for billing reconciliation;
• dashboards, reports, and integrations with third-party billing/ticketing systems (per supported connectors);
• an administration panel for user and account management.

We reserve the right to modify, discontinue, or add features, provided we do not materially reduce the overall functionality of the Service during any paid subscription term without prior notice.

4. Accounts and Access

• Customer must provide accurate information and keep credentials secure.
• Customer is responsible for activity under its accounts, including actions by Users.
• You must promptly notify us of any suspected unauthorized use.
• We may suspend or terminate accounts for security reasons, nonpayment, or breach of these Terms.

5. Subscriptions, Fees & Payment

• The Service is offered on a subscription basis (monthly/annual) at the prices displayed on the Site or agreed in writing.
• Fees are non-refundable except as expressly stated.
• Payments are due per the billing cycle. We may charge recurring fees automatically via the payment method on file.
• Late payments may accrue interest and/or result in suspension of Service.
• Customer is responsible for all taxes (except taxes based on our net income). If required by law, we may collect applicable taxes.

6. Trial Periods & Promotions

If a trial or promotional period is offered, its terms (duration, features) will be as specified. We may terminate trials at our discretion. Trial use is subject to these Terms.

7. Term; Renewal; Termination

• Term: The Agreement begins on your first use or when we accept an order and continues until terminated.
• Renewal: Subscriptions auto-renew unless canceled prior to renewal.
• Termination for Convenience: Either party may terminate for convenience at the end of the then-current term (subject to cancellation rules in the applicable order).
• Termination for Cause: We may suspend or terminate immediately for material breach, nonpayment, or unlawful activity. Customer may terminate for Provider’s material breach if not cured within thirty (30) days after notice.
• Effect of Termination: Upon termination, Customer’s access stops. We may delete data after a retention period. Customers should export their data prior to termination. Paid fees are not refundable except as expressly stated.

8. Data Ownership & Use

• Ownership: Customer retains all right, title, and interest in Account Data.
• License to Provider: Customer grants Provider a limited, non-exclusive license to store, modify, transmit, and display Account Data to provide the Service and perform related operations (including backups).
• Aggregated Data: We may anonymize and aggregate usage data for product improvement and analytics; such aggregated data does not identify Customer and is owned by Provider.
• Data Processing: For customers subject to data protection laws (e.g., GDPR), our Data Processing Addendum (DPA) governs how we process personal data; request or reference the DPA if required.

9. Privacy & Cookies

We publish a Privacy Policy describing the personal data we collect and how we use it. For public site visitors we use necessary cookies for login/session management; optional analytics are only used with opt-in consent where required.

Contact support@billingreconcile.com for privacy or data access requests.

10. Security

We implement reasonable administrative, technical, and physical safeguards to protect Account Data (e.g., HTTPS, encrypted storage for credentials, role-based access). We cannot guarantee absolute security; Customer must protect its credentials and restrict access. Report incidents to support@billingreconcile.com promptly.

11. Confidentiality

Each party will protect the other’s Confidential Information (non-public business/technical information) using at least the same care it uses for its own.

Exceptions: information that is public, rightfully received from third parties, independently developed, or required to be disclosed by law.

Confidential Information of Provider includes pricing, feature roadmaps, and non-public service performance. Confidential Information of Customer includes Account Data and customer lists.

12. Intellectual Property

• Provider retains all IP rights in the Service, Documentation, software, and aggregated data.
• Customer retains IP rights in Account Data.
• Customer is granted a limited, revocable, non-transferable right for Users to access and use the Service per these Terms.

13. Acceptable Use & Restrictions

Customer shall not (and shall not permit Users to):

• attempt to reverse engineer, decompile, or modify the Service;
• use the Service to host or transmit illegal content;
• interfere with the Service or security;
• circumvent usage limits, quotas, or licensing;
• access the Service in a way that harms other users or our network.

14. Integrations & Third-Party Services

The Service may integrate with third-party systems (billing, ticketing, payment processors). Use of such integrations may be subject to additional terms by those providers. Provider is not responsible for third-party services or their availability. Customer is responsible for API keys, credentials, and permissions it supplies to enable integrations.

15. Warranties; Disclaimers

Limited Warranty: Provider will use commercially reasonable efforts to provide the Service in accordance with Documentation.

DISCLAIMER: EXCEPT AS EXPRESSLY SET FORTH, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” AND PROVIDER DISCLAIMS ALL IMPLIED WARRANTIES (INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT).

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PROVIDER'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS SHALL NOT EXCEED THE AMOUNTS ACTUALLY PAID BY CUSTOMER TO PROVIDER IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM. PROVIDER IS NOT LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, OR PUNITIVE DAMAGES (INCLUDING LOST PROFITS OR BUSINESS INTERRUPTION), EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

17. Indemnification

Customer agrees to indemnify, defend, and hold harmless Provider from claims, liabilities, losses, and expenses arising out of Customer’s use of the Service in violation of these Terms, Customer Data, or infringement of third-party rights caused by Customer Data or integrations you enable.

18. Export Compliance

Customer will comply with export laws. Customer will not export or re-export the Service or any technical data without required government approvals.

19. Modification; Updates

We may update the Service and these Terms. Material changes to Terms will be communicated (e.g., by email or notice on the Site) at least thirty (30) days before taking effect. Continued use after the effective date constitutes acceptance.

20. Notices

Notices to Customer are provided by email to the account contact or by posting on the Site. Notices to Provider should be sent to: support@billingreconcile.com.

21. Dispute Resolution; Governing Law

These Terms are governed by the laws of Alberta, Canada. For disputes, parties will first attempt to resolve informally. If unresolved, disputes may be resolved in the courts located in Calgary, Alberta, Canada.

22. Miscellaneous

• Assignment: Customer may not assign the Agreement without Provider’s consent. Provider may assign to an affiliate or in connection with a sale.
• Severability: If any clause is unenforceable, the remainder remains in effect.
• Entire Agreement: These Terms, the DPA (if applicable), and any order forms constitute the entire agreement between parties.
• Waiver: Failure to enforce any right is not a waiver.

23. Service Levels & Availability

We aim for high availability. Our target uptime is 99.5% per month excluding scheduled maintenance, force majeure, or third-party outages. This is a target and not a contractual uptime SLA unless agreed in a separate written Service Level Agreement.

24. Data Retention & Deletion

Upon termination or at Customer’s request, we will make Account Data available for export for a limited retention window, after which backups may be deleted in accordance with our retention policy. Different retention or deletion procedures must be agreed in writing.

25. Support

Basic support channels, response targets, and hours should be defined in Documentation or the support policy. Paid support or premium SLAs may be available by separate agreement.